Business Administration Coordinator (m/f)

Trenkwalder; Gdańsk; On-site; PLN 60,000 - 90,000; Full time

Benefits offered by this job

Employment contract

International opportunities

Lunch subsidy

Private medical care

Sport card

Life insurance

Extra vacation days

Career path

Job summary

Trenkwalder Poland is seeking a Business Administration Coordinator for one of its clients in Gdańsk. The role focuses on organizing and supporting IT and HR processes, coordinating trainings and travel, and handling administrative tasks to ensure smooth project deployment.

The ideal candidate has at least 2 years in a similar role, strong English, MS Office proficiency, and good communication. On-site work and a proactive, detail-oriented mindset are valued.

Qualifications

• Experience in a similar role (≥2 years).
• Experience coordinating with multiple stakeholders.
• Strong English (written and spoken).
• Proficient in Microsoft Office.
• Team player with proactive attitude.

Responsibilities

• Coordinate organizational tasks to support IT and HR processes.
• Maintain competency databases to ensure compliance with labor laws and eligibility.
• Support site access authorization and government background checks.
• Coordinate training activities with personnel, contractors and providers.
• Arrange travel, manage expenses, and coordinate bookings.
• Create purchase orders for internal and external services/contractors.
• Assist Crew Change projects and maintain Crew Accommodation Plan.
• Coordinate with Office Assistant on daily tasks.
• Support HQ and local management.
• Handle ad hoc tasks.

Skills

2+ years experience

Stakeholder management

Fluent English

MS Office

Teamwork

Attention to detail

Organizational skills

Proactive attitude

Communication skills

On-site readiness

Tools

Microsoft Office

Job description

Currently, for one of our clients, we are looking for people to fill the position of Business Administration Coordinator (m/f).

Opis stanowiska

• execution of organizational tasks and activities required to enable and support IT and HR processes (e.g. creation of deployment schedules, application for allowances, time-tracking documentation / evidence in line with applicable HR requirements, mandatory (yearly) safety briefings, maintaining employee master data, connection with HR Department related to the creation of Hiring-out Agreements (HoA), etc.),
• maintenance of competency databases (e.g. UDT, the Polish state regulatory authority for technical safety, Center for Occupational Health) to ensure full compliance with applicable labor laws and the legal eligibility of SGRE and contractor personnel for project deployment, cooperation with HR Department,
• provision of support for site access authorization, offshore compliance requirements, and personnel eligibility verification (including governmental background checks for critical infrastructure),
• coordination of training activities with SGRE personnel, external contractors, and training providers,
• preparation and monitoring travel arrangements, travel expense documentation, general bookings and coordination activities (hotels, flights, training center etc.), cooperation with the Office Assistant,
• general purchase order creation for internal & external services / contractors,
• project support – Crew Change – create and maintain Crew Accommodation Plan,
• general cooperation with Office Assistant,
• support for Functional HQ and Local Management,
• ad hock tasks.

Wymagania dotyczące pracy

• experience on a similar position – at least 2 years,
• experience cooperation with many stakeholders,
• good English, both written and spoken,
• good knowledge of Microsoft Office,
• ability to work in a team,
• attention to detail,
• good organizational skills,
• good communication skills, proactivity,
• positive can-do attitude,
• readiness to work on-site.

Benefity

• employment contract,
• development in an international organization,
• competitive salary and benefits (lunch subvention, holiday allowance, private medical care, sport card, life insurance),
• extra paid vacation days,
• interesting and challenging career path.